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User Guides

Archive and delete

Editing, archiving and deleting time entries and expenses

Overview​

EVX Software allows users to edit, archive, or delete different project records:

  • Time Entries
  • Budgeted Expenses
  • Actual Expenses

The actions available to each user depend on:

  • User role
  • Workspace permissions
  • Record type
  • Invoicing status

This document explains how these actions work today and what users should expect.

1. user roles and general rules​

Super administrator​

A Super Administrator has full control over all records in the system.

They can:

  • View all Time Entries, regardless of approval status
  • Edit any Time Entry
  • Archive Time Entries
  • Delete Time Entries (only if not invoiced)
  • Edit, archive, and delete Budgeted Expenses
  • Edit and delete Actual Expenses (only if not invoiced)

Administrator, manager and executive​

These roles have limited control, based on workspace permissions.

They can:

  • Edit Time Entries only if they have permission to the related workspace

With their default permission they cannot:

  • Archive/delete Time Entries that they do not see

2. time entries​

Viewing time entries​

  • Super Administrators can view all Time Entries
  • Administrators, Managers and Executives:
  • Can see and edit Time Entries once Approval Status is set and workspace access is granted

Editing time entries​

  • Super Administrator: can edit any Time Entry
  • Other roles: can edit Time Entries only if they have access to the workspace

Archiving time entries​

  • Only Super Administrators can archive Time Entries
  • Archiving works correctly for:
  • Small selections (1–5 entries)
  • Large selections (e.g. full page)
  • Archived entries appear in the Archive folder

Deleting time entries​

  • Only Super Administrators can delete all Time Entries
  • Other roles can delete only Time Entries where they have access
  • Only non-invoiced Time Entries can be deleted
  • Invoiced Time Entries are protected

3. budgeted expenses​

Editing budgeted expenses​

  • All roles can edit Budgeted Expenses

Archiving budgeted expenses​

  • Super Administrators can archive Budgeted Expenses
  • Archived items appear in the Archive folder

Deleting budgeted expenses​

  • All roles can delete Budgeted Expenses
  • No invoicing restriction applies

4. actual expenses​

Editing actual expenses​

  • All roles can edit Actual Expenses

Deleting actual expenses​

  • All roles can delete Actual Expenses
  • Only non-invoiced Actual Expenses can be deleted
  • Invoiced Actual Expenses cannot be deleted
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